Overview

A Travel Agent Trace is an inter- or intra-departmental note used to track and manage tasks or communication related to a specific Travel Agent. 
Traces help ensure follow-up actions are assigned and visible across relevant teams.

Key Features

Traces are internal notes that can be created for:

• Areas
• Reservations
• Companies
• Travel Agents
• Guests
• Groups

Travel Agent Traces appear on both the ‘Requirement/Trace’ tab of the Travel Agent profile and the To Do Chart, allowing for centralised visibility and task management.

• Traces can be used to:

  • Communicate or delegate a task to a Department

  • Assign a specific User

  • Send a Message Centre notification to alert the assigned user

Trace Settings

• Due Date or Date Range can be applied to each Trace

• For date ranges, a Repeat Frequency can be set (e.g., daily, weekly)

• Traces can be marked Completed by users with the appropriate Security Profile access

Using Trace Templates

Select a Trace Template to auto-fill standard details when creating a new Trace. Only templates associated with the selected Department will be available for selection.

• Templates can be configured for:

  • Areas

  • Companies

  • Travel Agents

  • Reservations

  • Guests

  • Groups

Additional Notes

• Requirements are distinct from Traces. They refer to extra guest services or items added to a reservation, often with a Sundry Charge.

• The Traces Report allows for tracking, filtering, and reviewing Traces across a specific date range, providing oversight for departmental task completion.

Configuration

1. Navigate to Setup > Travel Agent.
2. Click Edit for the required Travel Agent.

1. Go to the Requirement/Trace tab.
2. Click Add.
3. Select Add Trace.

1. Select the Department.
2. Select a Trace Template to pre-fill details (Optional).
3. Enter a Description (less than 50 characters).
4. Enter a Long Description.
5. Set a Due Date or define a Date Range.
6. If using a date range, choose the desired Repeat Frequency (e.g., daily, weekly).
7. Assign the trace to a specific User (Optional).
8. Check Send to Message Centre to notify the selected User (Optional).
9. Click Save/Exit.